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FY 2025-2029 Five-Year Consolidated Plan City of South Bend, IN <br /> claims, constant communication on projects via phone and email, and various meetings to discuss <br /> program issues. The City will conduct site visits to agencies and review of grant activities and <br /> reports. On-site monitoring will be conducted a minimum of every two years to review <br /> subrecipients' internal systems and ensure compliance with applicable requirements. Any new <br /> subrecipient will be monitored in its first year of funding. A minimum of 40% of subrecipients <br /> will be monitored every year. <br /> The city will utilize the most recent HUD notice covering monitoring (an example is provided in <br /> the appendices) for determining which subrecipients are at-risk. Any agency deemed at-risk will <br /> be monitored more often than the two-year schedule until the issues are deemed resolved. <br /> In the event of a National emergency, on-site monitoring will be conducted remotely to remain in <br /> compliance with the two-year schedule. In the event of City staffing issues or conflicts, on-site <br /> monitoring will be conducted at minimum every 3 years and may be conducted remotely. <br /> Agencies are expected to make available all client files, and any financial and program records for <br /> periodic review on a schedule to be established by the City. In addition, agencies will maintain <br /> client fields in compliance with any standards set by the City. To prepare for a monitoring visit, <br /> the following steps will be taken: <br /> 1. The City will notify the award recipient in writing of the intent to conduct a monitoring. <br /> The letter will include the name of the person completing the monitoring,the date and time <br /> of the monitoring, and a list of the items to be monitored during the visit. <br /> 2. The City staff will use a monitoring tool that will be made available to the award recipient <br /> prior to the visit. <br /> 3. The award recipient must ensure that the files are complete and appropriate and that the <br /> appropriate people in the subrecipient's organization are available during the monitoring. <br /> 4. Subsequent to the monitoring, City staff will issue a letter outlining any findings, concerns, <br /> corrective action and recommendations determined as a result of the monitoring visit. <br /> The subrecipient must respond to any findings and/or advisory concerns in the monitoring letter <br /> within the time period indicated in the letter. <br /> OMB Control No:2506-0117(exp.07/31/2025) 169 <br />